Mille Lacs Health System
  • Onamia, MN, USA
  • Hourly
  • Full Time


Collects, maintains and makes available to authorized users timely, accurate and complete health information. Prioritizes, locates, pulls, assembles, analyzes, tracks, and sees to the appropriate transport of records requested by other departments in accordance with established standards and may be responsible for payer contract requirements for referrals and prior authorizations. 

1.0 FTE (40 hours per week) - Day Shift 

Job Duties

The essential functions of this job are identified with an asterisk (*) at the end of the bullet point.

  • Faxes request and completes log within 1 hour of receipt, or as appropriate. Updates ROI log to comply with Privacy Rule accounting of disclosures. Ensures faxing is to authorized parties. Routes all incoming faxes.
  • Scanning is completed within each shift.
  • Retrieves records for reviews as requested by authorized users. Records retrieved within 3 days of request. Audits via paper or email. Purges charts/records as needed; reviews monthly.
  • Picks up records by 9AM daily and re-files in HIM department. Files charts and any loose information at least 3 times daily. Assembles new charts for new patients at least once a week. Opens and distributes HI mail.
  • Pulls incomplete records as per protocol. Ensures incomplete records are available to providers and other staff for completion.
  • Runs reports and completes spread sheets as requested, per protocol. Maintains archived records in record center and archived list in computer.
  • Collates charge tickets daily, more often if needed. Tracks missing dictation daily and reports to manager weekly. Copies dictation daily as per protocol.*
  • Works with patient accounts for request for records for payment. Responds to requests for records for payment within three days of receiving.*
  • Pre-certifications, referrals and prior authorizations for inpatients by the next working day, all others by 1 week of date of service.*
  • Maintains patient mental health records. Completes authorizations one to two days before date of service. Assists mental health providers as requested.
  • Completes quantitative and qualitative analysis and assembly of inpatient and Senior Care and LTC records according to accepted chart order, records deficiencies as per protocol.
  • Analyzes records and marks deficiencies within 3 days of discharge.
  • LTC charts are completed within 2 weeks of receipt.
  • Complete ROI Process.
  • Follows Federal and State regulations for each ROI. Completes ROI within 2 weeks of receipt, or as appropriate.
  • Completes birth certificates and birth registry process and maintains appropriate logs within one week of birth.
  • Prepares lab normal letters as requested by providers at least twice per week.
  • Completes quantitative and qualitative analysis and assembly of outpatient records according to accepted chart order, records deficiencies as per protocol.
  • Supports MLHS Patient Portal.
  • Orders office supplies.


Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Employee will comply with all Mille Lacs Health System (MLHS) policies, including safety policies, procedures, and rules. All will be expected to report unsafe conditions to a member of management.


Required Education and Experience

  • High school diploma or GED required.
  • Graduate of a CMA or Medical Secretary program or work experience in a medical office setting required.
  • Excellent typing, computer and communication skills.


Additional Eligibility Qualifications

  • Customer/Client Focus
  • Ethical Conduct
  • Flexibility
  • Initiative
  • Personal Effectiveness/Credibility
  • Stress Management/Composure
  • Teamwork Orientation
  • Technical Capacity
  • Thoroughness   
  • Time Management
  • Quality and Safety focused


Position Type/Expected Hours of Work

Monday through Friday normal business hours.

Mille Lacs Health System
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